Discusión

Section 5.1.3.6, Authorization of Actual Expense Allowance(s).

Memorandum

Date: Click here to enter a date.

To: Click here to enter text.

Through: Click here to enter text.

From: Click here to enter text.

Subject: Request for Approval of Actual Expense Allowance

The current Government per diem rate for this geographic location is Click here to enter text. for lodging and Click here to enter text. for Meals and Incidental Expenses (M&IE). I am requesting authorization of AEA expenses for lodging for the following event:

Event Information

Name of Meeting: Click here to enter text.

Dates of Meeting: Click here to enter text.

Geographic Location: Click here to enter text.

Date(s) for which AEA is being requested: Click here to enter text.

Justification for requesting Actual Expense Allowance: Check the one box below that best describes why a request for AEA is warranted, in accordance with FTR 301-11.300, and complete the Hotel Cost Comparison Data and Information for all four (4) Hotels as

provided below:

1. Hosting organization has a prearranged meeting site (i.e., rooms are booked with the hotel well in advance of the meeting dates). Note: Checking this box is not an automatic justification for authorization of an AEA hotel rate. The Hotel Cost Comparison Data and Information section below must be completed.

2. Hotel accommodations at the maximum (i.e., Government) lodging rate cannot be obtained within a five-mile radius of the TDY Location/meeting site in a major city. Local ground transportation (e.g., taxi) costs to commute to and from the hotel at the Government lodging rate to the meeting site would negate any savings achieved by staying at the hotel with the Government lodging rate. The Hotel Cost Comparison Data and Information section below must be completed.

3. Hotel accommodations at the maximum (i.e., Government) lodging rate cannot be obtained because travel is to a geographic location where the costs have escalated

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cities/towns have escalated their hotel rates. Note: Checking this box is not an automatic justification for authorization of an AEA hotel rate. The Hotel Cost Comparison Data and Information section below must be completed.

4. Safety and security concerns (e.g., heightened terrorist alerts, disease outbreak, etc.). The Hotel Cost Comparison Data and Information section below must be completed. Please provide additional information/justification for the AEA request below.

Click here to enter text.

5. Other. The Hotel Cost Comparison Data and Information section below must be completed. Please provide additional information/justification for the AEA request below. Note: This can include a scenario where there is no special event taking place (see box 3 above), yet a hotel at the maximum (i.e. Government) lodging rate cannot be procured in the geographic location.

Click here to enter text.

Proposed AEA Hotel

Proposed Hotel Information

Name of Hotel: Click here to enter text.

Address of Hotel: Click here to enter text.

Phone Number of Hotel: Click here to enter text.

Distance from meeting site9: Click here to enter text.

Daily ground transportation costs if applicable:

$Click here to enter text.

Other daily costs, if applicable: $Click here to enter text.

Proposed Percent Per Diem Increase: Click here to enter text.

124 Hotel Cost Comparison and Information10:

Hotel Comparison #1 Information

Name of Hotel: Click here to enter text.

Address of Hotel: Click here to enter text.

Phone Number of Hotel: Click here to enter text.

Lodging Rate: $Click here to enter text.

Distance from meeting site11: Click here to enter text.

Daily ground transportation costs if applicable:

$Click here to enter text.

Other daily costs, if applicable: $Click here to enter text.

Hotel Comparison #2 Information

Name of Hotel: Click here to enter text.

Address of Hotel: Click here to enter text.

Phone Number of Hotel: Click here to enter text.

Lodging Rate: $Click here to enter text.

Distance from meeting site: Click here to enter text.

Daily ground transportation costs if applicable:

$Click here to enter text.

Other daily costs, if applicable: $Click here to enter text.

Hotel Comparison #3 Information

Name of Hotel: Click here to enter text.

Address of Hotel: Click here to enter text.

Phone Number of Hotel: Click here to enter text.

Lodging Rate: $Click here to enter text.

Distance from meeting site: Click here to enter text.

Daily ground transportation costs if applicable:

$Click here to enter text.

Other daily costs, if applicable: $Click here to enter text.

Note: Lodging Tax is not to be included in a requested AEA lodging rate in a domestic or non-foreign location; lodging tax is to be included in the requested AEA lodging rate in an international geographic location.

Additional Justification (if applicable): Click here to enter text.

10 One of the hotels for the comparison must be at the maximum lodging rate set by GSA. If there is no hotel available at the maximum per diem rate, as provided by the TMC, the traveler must provide this information as part of the justification.

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Authorization of AEA not to exceed $ Click here to enter text. which is Click here to enter text.% above the government lodging rate and $ Click here to enter text. which is Click here to enter text.% above the M&IE rate for a maximum of $ Click here to enter text. per day is requested for the dates above.

Traveler Signature

Approved Date

126 5.2 Miscellaneous Expenses

This section provides supplemental guidance for HHS employees and invitational travelers on reimbursable miscellaneous expenses incurred during official travel.